Recently, the Ministry of Industry and Trade issued Circular No. 40/2025/TT-BCT detailing the issuance of Certificates of Origin (C/O) and written approval for traders to self-certify the origin of exported goods. The Circular was issued in accordance with Clause 6, Article 28 of Government Decree No. 146/2025/ND-CP dated June 12, 2025, aiming to concretize the policy of decentralization and enhance the effectiveness of state management in the industrial and commercial sectors.
Circular No. 40/2025/TT-BCT officially takes effect from July 1, 2025.
A key highlight of the Circular is the mandatory implementation of the entire Certificate of Origin (C/O) issuance process and approval documents through the eCoSys system, with technical infrastructure managed by the Center for E-commerce and Digital Technology Development (eComDX), under the Department of E-commerce and Digital Economy. This system performs functions such as account creation, assigning authorized unit codes, publicly disclosing the list of organizations permitted to issue C/Os, and ensuring data connectivity with the National Single Window Portal. eCoSys plays a central role in standardizing, digitizing, and interconnecting all origin data, contributing to improved management efficiency and facilitating export activities.
To support the effective implementation of procedures related to declaration and certification of origin (C/O) on the eCoSys system, businesses need to fully comply with the technical guidelines and operational procedures issued by the Ministry of Industry and Trade and other competent management agencies.
During the process of submitting online public service declarations, businesses are responsible for ensuring the accuracy of their documents and following the correct procedures as stipulated by current laws, especially Circular 40/2025/TT-BCT.
In case of technical or operational issues such as eC/O form display errors, missing HS codes, digital signature integration errors, problems in electronic business registration or declaration according to each type of C/O such as Form A, B, D, E, CPTPP…, businesses can report directly to the competent authority or contact the official technical support channels published at www.ecosys.gov.vn.
Timely coordination with supporting units will help mitigate risks, ensure the timely processing of applications, and contribute to the proper and full exercise of rights regarding the origin of goods as stipulated by regulations.
This circular also clearly stipulates the authority structure in the issuance of Certificates of Origin and the approval of self-certification documents, including: the Import-Export Department under the Ministry of Industry and Trade and organizations assigned the task by the provincial People's Committees. These two groups of entities are responsible for issuing certificates when they meet the minimum conditions such as: dedicated personnel, suitable facilities, fee collection accounts, and especially digital infrastructure ensuring smooth operation and connectivity with the eCoSys system.
The Import-Export Department is the unit assigned to lead the organization of training, periodic inspections, and coordination with relevant agencies to ensure the quality and consistency of Certificate of Origin (C/O) issuance nationwide. This responsibility extends beyond technical guidance to include monitoring the legal compliance of authorized organizations, thereby ensuring the system operates according to its objectives and legal requirements.
Regarding local implementation, provincial People's Committees are required to issue Certificates of Origin (C/O) within 90 days from the effective date of the Circular. In addition, provincial People's Committees need to publicly disclose information, monitor implementation progress, and handle any violations that may arise during implementation at subordinate units.
For organizations tasked with issuing Certificates of Origin (C/O) and approval documents, the Circular requires them to publicly disclose their operational procedures, and to fully and transparently address and resolve business issues. At the same time, these units are also responsible for periodically reporting on their implementation to the Import-Export Department and the Provincial People's Committee for compilation, evaluation, and inspection purposes.
Mr. Pham Ngoc Duong, representative of the eComDX Center - the unit supporting the operation of the ecosys.gov.vn system, said that in the context of comprehensive digital transformation in the field of origin management, businesses need to proactively find information about the C/O issuing organization, carefully check the trader's profile to understand the declaration process on the eCoSys system, and fully update the technical guidelines and relevant legal regulations in Circular 40/2025/TT-BCT.
The eComDX Center recommends that exporting businesses urgently review their implementation capabilities, prepare standardized electronic trader profiles, and practice trial declarations on eCoSys to ensure readiness before official declarations. Proactive coordination with C/O issuing units and technical support teams will help minimize risks arising during the electronic declaration process and contribute to ensuring that tariff preferences are fully and promptly implemented.
Details of the Circular can be found here.
